Privacy Policy

Dear Customers and Suppliers,

As you will undoubtedly already be aware, the General Data Protection Regulation (GDPR) came into effect on 25th May 2018. This EU regulation which the UK Government has confirmed will be implemented, introduces new requirements for how organizations process personal data. DNC UK Ltd (DNC) who operate the Polar Gear website, is committed to protecting the privacy and security of your personal information.

This privacy notice describes how we collect and use personal information about you before, during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR).

Data covered by this legislation includes the personal identifying information regarding DNC’s customers and suppliers, and the employee data they choose to share with us.

What data does DNC hold?

Customers

If you are a Polar Gear customer, you will have provided us with the following:

• The name(s) and contact details of person(s) involved in the purchase and/or use of our products and solutions

• Billing and Delivery addresses of orders placed

We also retain:

• The name(s) and contact details given of any additional person(s) involved in the use of our products and solutions. This includes any email and SMS contact information provided for the purposes of message/alert forwarding.

• Purchase history for the purposes of customer service. This includes the serial numbers of tracking devices for the calculation of warranty periods, and the purchase dates and periods of Support Service.

No personally identifying information beyond the initial scope of providing products or services is asked for nor retained by DNC.

Where trackers/services are hosted by Polar Gear no GPS-related data is incorporated with or stored alongside any personally identifying information.

Suppliers

If you are a supplier to DNC you will have provided us with the following:

• The name(s) and contact details of person(s) involved with facilitating orders placed by DNC, and;

• Financial details required by DNC in order to make payment for orders

Other Non-Customer Contacts

If you choose to provide DNC and/or Polar Gear with identifying information such as your name, email address and/or phone number in response to direct marketing activities including trade shows, DNC and Polar Gear websites and meetings in-person; the details provided to us are used exclusively for the transmission of relevant/requested materials directly following the show, meeting or similar.

The details given are retained for no longer than their immediate use (i.e. making contact for the purposes of discussing relevant products and solutions). The details are then discarded; not used for subsequent marketing activities.

How is my data stored and used by DNC?

Personal data as defined above is used exclusively by DNC to facilitate and supplement existing business activities. This data is not shared with any third parties for the purposes of marketing. Information directly relating to the physical delivery of goods to customers’ specified locations is shared with our chosen delivery partners, who themselves are subject to GDPR legislation as data processors.

All data is held securely in an encrypted format. Data pertaining to customer accounts and purchases is stored using DNC’s chosen Customer Relationship Management (CRM) service. This data is accessible only by select DNC personnel and, as mentioned previously, is limited to information directly related to delivering products and services. No access is available externally, including by those about whom it relates.

This data is updated when subsequent orders are made by customers, or when DNC order from our suppliers. Updated information (primary contacts, email and physical addresses, and phone numbers) replaces previously held information. No record of the previous details are held within our CRM, with the exception of any documentation generated prior to the change.

The personally identifying data described here is held indefinitely for the purposes of delivering our products and services until such time as customer/supplier relationship is terminated, or upon request by the customer/supplier. We will share your personal information with third parties only where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.

Polar Gear Website

Polar Gear’s websites employ username and password protection on some content in order to restrict access to product information.

If you have registered as a user on our website, your registration will have included a contact email address. This information is not used or shared for any purpose beyond automated messaging from our website. All details are held securely in an encrypted format within the website hosting environment.

Right to be Forgotten (Right to Erasure)

As mentioned above, the personal data held by DNC is done so indefinitely until such time as relationship between ourselves and our customer/supplier is terminated, or the customer/supplier updates their information or requests for it to be deleted.

If the details in question are already outside of periods in which we are legally obligated to maintain records, are not the subject of legal investigation, etc.; this information will be erased in a timely manner.

Data Protection Officer

We have appointed a data privacy manager to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact our privacy manager at gdpr @ dnc-uk.com (please remove spaces in email address).

Changes to This Privacy Notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

This privacy policy also sets out how Polar Gear uses and protects any information that you give Polar Gear when you use this website. Polar Gear is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement. Polar Gear may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.

What we do with the information we gather

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

Internal record keeping.

We may use the information to improve our products and services.

We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.

From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes

if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at customercare@polargear.com

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.

You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to .

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

List of cookies we collect

The table below lists the cookies we collect and what information they store.

COOKIE name

COOKIE Description

CART

The association with your shopping cart.

CATEGORY_INFO

Stores the category info on the page, that allows to display pages more quickly.

COMPARE

The items that you have in the Compare Products list.

CURRENCY

Your preferred currency

CUSTOMER

An encrypted version of your customer id with the store.

CUSTOMER_AUTH

An indicator if you are currently logged into the store.

CUSTOMER_INFO

An encrypted version of the customer group you belong to.

CUSTOMER_SEGMENT_IDS

Stores the Customer Segment ID

EXTERNAL_NO_CACHE

A flag, which indicates whether caching is disabled or not.

FRONTEND

You sesssion ID on the server.

GUEST-VIEW

Allows guests to edit their orders.

LAST_CATEGORY

The last category you visited.

LAST_PRODUCT

The most recent product you have viewed.

NEWMESSAGE

Indicates whether a new message has been received.

NO_CACHE

Indicates whether it is allowed to use cache.

PERSISTENT_SHOPPING_CART

A link to information about your cart and viewing history if you have asked the site.

We value your opinion. At Polar Gear, we like to know what you think about our products and service. Whether you require general advice on our products or want to discuss an order you have already placed we are happy to help.